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Introduction to Payline Payline Features Photo by Karl Steinbrenner

Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

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Page 1: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction to Payline

Payline Features

Photo by Karl Steinbrenner

Page 2: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

DOA has developed a web-based system that provides participating State employees with online viewing of their earnings, benefits, and leave information.

Employees may access Payline using the internet at https://payline.doa.virginia.gov.

Note: WWW does not precede the web address.

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Page 3: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Information available for viewing: • Current payment information at least 4 working days

before the payment date.

• Current and year-to-date earnings including regular pay, overtime, shift pay, and special payments.

• Current and year-to-date deductions withheld for both employee and employer.

• Federal and State taxable wages as well as individual tax elections and associated withholdings.

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Page 4: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Information available for viewing -cont: • Direct Deposit information and associated deposit

amounts.

• Leave information on pay day eliminating the pay period lag for access to leave balances (available only for agencies using the CIPPS leave system).

• Historical payment and leave information on the system for a rolling 24 month period.

• W-2 information for 5 years.

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Page 5: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Security Features – Information NOT ‘available on the internet’ – Data is stored

on a secured, encrypted database.

– Safer than paper for avoiding identity theft.

– Application Security – requires a User ID (Employee ID or Personal ID) and password for system access. Individuals will be required to keep this information confidential to provide the utmost security to their individual records.

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Page 6: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Security Features – cont. – Secure Socket Layer – SSL – uses a 128 bit

encryption routine to protect the data as it travels back and forth over the Internet.

– Elliptic Curve Cryptograph – ECC- is a server-based program that protects sensitive data and prevents unauthorized access to the server.

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Page 7: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

System Requirements – Browser must be enabled for Java Script.

– Browser must be enabled for Cookies

– Browser must be enabled for Secure Socket Layer (SSL) Security (128-bit version).

– Connection speed of 56k modem (or higher) is highly recommended.

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Page 8: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Security Requirements – cont. – If connecting to the site from behind a firewall or

proxy server it must allow SSL (port 443) communication.

– Internet Explorer or Netscape browsers, version 4.0 or higher.

– Designed to be viewed at a screen resolution of 800 by 600 or greater, with a minimum of 256 colors.

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Page 9: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Screen Setup • DOA Logo at top of each screen.

• Navigational Buttons on left side of screen.

• Help features throughout Payline: – Help button on left hand side describes functions of the

screen. – Underscored text activates pop up boxes with additional

information. (Pop-Up blocker must be disabled for this application.)

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Page 10: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

The Broadcast Messages screen is displayed each time Payline is accessed. This screen provides the user general information and if there are personal or special messages.

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Page 11: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Special Announcements • The Special Announcements page is used to communicate

longer global messages to the Payline user population.

• These announcements (e.g., letter from the Governor granting additional paid holidays at Christmas), will be displayed in the center of the page.

• To view the announcements click on the “SpecialAnnouncement” button or the underscored notice “There is a Special Announcement.”

• If no Special Announcements exist, neither will be presented.

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Page 12: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Special Announcements – cont.

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Page 13: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Special Announcements– cont. • To view the text of the special announcements click

on the ‘Read’ prompt to the left of the message. Once read, remove the message by clicking on the ‘Delete’ prompt.

• Any announcement not read or deleted within 30 days will be automatically deleted.

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Page 14: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Special Announcements – cont.

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Page 15: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Personal Messages • The Personal Message page communicates

messages intended solely for the individual Paylineuser logged on.

• To view the Personal Messages click on the PersonalMessage button on the left of the screen or theunderscored notice “You have Personal Messages.”

• These messages will be displayed in the center ofthe page showing Employee Name and Number, Dateof the message, and Message Content.

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Page 16: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Personal Messages – cont.

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Page 17: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Personal Messages – cont. • Payline users may remove a message by clicking on

the ‘delete’ prompt shown to the left of the date.

• An informational message will be displayed stating the message has been deleted.

• Any message not deleted by the user will automatically be deleted within thirty days.

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Page 18: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Personal Messages – cont.

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Page 19: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu The Main Menu is the central navigation page for Payline. Navigation buttons located in the left-hand margin of the page link to other Payline pages or perform requested functions.

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Page 20: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont. – Pay History – links the employee to a listing of

payment information showing: • A detailed breakout of earnings • Deductions • Agency paid benefits • Personal information • A link to view and print a facsimile of the

earnings notice.

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Page 21: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont. – Leave History – links the employee to the Leave

history screen and further leave detail information. This is covered in the Introduction To Payline – Viewing Leave Information presentation.

– W2 History – links the employee to a list of W2 information which can be selected and printed.

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Page 22: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont. – Personal Options – Links the employee to a page

containing their personal data, where changes can bemade to:

• Password • HINT • E-Mail Addresses • Challenge Questions • Displaying of W-2s • Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID).

NOTE: Paperless payroll allows convenient, secure, and repeat access to pay information as well as saving the State money by eliminating the centrally printed earnings notices.

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Page 23: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont. – Profile Data Change/Inquiry – Displays current

demographic information and provides ability tosend an email notifying the HR and Payrolldepartments of a change in one or all of the following fields: • First Name • Middle Name • Last Name • PO Box/Apt/Suite • Street Address • City, State and ZIP • Home and/or Business Phone numbers

cont.

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Page 24: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont.

Profile Data Change/Inquiry, cont. – To make changes to your Federal or State taxelections the appropriate forms must becompleted and kept by your agency.

– Links are provided to the appropriate forms whichcan be downloaded and given to your agency HRand Payroll departments.

– Comments Box – Allows employees to add

information to the change notification.

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Page 25: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont. – Broadcasts Messages – Clicking on this button links the

employee to the Broadcast Messages page previously discussed.

– COV Payday Calendar – This links you to the state holiday and pay calendar. All pay dates and holidays are noted.

– FAQ’s – This links you to some frequently asked questions concerning Payline, ie., How to become a Payline User, How to receive Passwords, How long is Pay and Leave history retained online.

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Page 26: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

Main Menu – cont. – Help – This offers a brief overview of the buttons (on the left

side of the screen) available on each Payline page.

– Contact Us – This will link you to a page where you can contact DOA regarding: • Problems they are incurring with the site • Suggested enhancements • Compliments, etc.

– Log Off – Clicking on this button will return the user to the Log On page and sign the user out of Payline. NOTE: Always be sure to leave Payline using this button to ensure the log out process is complete.

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Page 27: Introduction to Payline · Paperless Payroll election or • Establish a Personal ID (One other than your Employee ID). NOTE: Paperless payroll allows convenient, secure, and repeat

Introduction To Payline

This concludes the Payline Features module.

Be sure to review the other presentations for help in accessing and navigating Payline.

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